Management of sporting
events
Dr. Sampa Roy Majumder
Grade 12
Physical education
Functions of Sports Events Management
PLANNING
Planning is the foremost function in sports as it gives a view of future course of
action. To be effective, a plan should be specific, logical, flexible and complete
in all aspects and should assist in controlling future events. A plan must
comprehend all the other functions of management like organising, staffing,
directing and controlling in order to achieve the predetermined goals. In sports
and sports events, planning plays important role to make the event run
smoothly, effectively and remain free from conflict. Effective planning must
clearly define aims, goals and objectives of the event. It should also explain the
procedure or method to achieve the target in simple and easy to understand
language.
ORGANISING
Organising is a next step after planning. It is a process of execution of the plan.
This includes distributing resources and organising personnel in order to achieve
the goals established in the planning stage. Organising stage determines the
type of jobs and responsibility to achieve planning objectives. Preparation of
organisation chart with various positions and reporting should be illustrated in
STAFFING
This refers to identifying key staff positions, and ensuring that proper talent is serving that specific job duty in
order to achieve the aims and objectives of an organization. In this process recruitment and selection of qualified
employees take place. After hiring personnel, orientation, training and professional development are also parts of
this stage. In orientation new persons are introduced to the nature, goals and policies of events to keep them
tuned in to the goals of the organisation. Various training programmes are conducted to provide professional
training to the staff at this stage. In sports events, recruitment of staff as per organisation’s needs should be
done. Example, the apex post may be for Director of the event, in second line Deputy Director and then Assistant
Director of Sports event may be created.
DIRECTING
Directing personnel is a leadership quality, and includes letting staff know what needs to be done, by whom and
also by when. It includes supervision of personnel while simultaneously motivating them. Without directing,
planning or organising has no meaning. It is a function of guiding, inspiring and instructing people to accomplish
organizational goals.
CONTROLLING
Controlling refers to all the processes that leaders create to monitor success. It involves establishing performance
standards, measuring actual performance and comparing them for irregularities. It is a important function of
management as controlling involves imparting instructions to employees and also ensuring that those instructions
are followed. To organise any sports event, instructions given to members of the organising committee towards
Question time
FORMATION OF COMMITTEE
Formation of committees should be based on three levels of management – Top
Middle and
Lower levels.
Depending upon the level or area of the sports event, suitable people are chosen
for staffing various committees. Example, for an intramural event, members of the
governing body or the Principal will remain the top level of management, whereas
in an extramural event, the Director/Deputy Director/Supervisor of the state/ zone
may be at the top level of management. They prepare polices or aims and
objectives of the sports event. Middle level of Management consists of department
heads, physical education teachers etc, to execute policies and achieve aims and
objectives. The Lower level of management consists of teachers, administrators,
finance officers etc. They implement the orders and directives of the top level.
VARIOUS COMMITTEE
COMMITTEE
Hierarchy of Organizing Committee to conduct
Extramural Event in Schools/ institutions
TECHNICAL COMMITTEE
This committee covers the technical aspect of the events like requisitions to procure sports equipment,
conducting matches on time through selected officials (referees, umpires, judges, timekeepers etc.) for their
respective games/sports.
Pre-sports event/ tournament: Before the event, it is the job of the Technical Committee to put forward a
requisition to purchase equipment, invitation and confirmation from officials to conduct sports event, cleaning
and layout of the f ields, arrangement of equipment and stationery, preparation of fixtures, rules and
regulation of the sports event.
During sports event/ tournament: While the tournament is in progress, the Technical Committee is responsible
for conducting matches, presence of the jury, cleaning and layout of the fields, collection of score sheets and
other related papers from officials, preparation of merit list, etc.
Post sports event/ tournament: After the event is over, the Technical Committee arranges for the cleaning and
layout of the fields, maintenance of the field, and placing of all equipment back to store
FINANCE COMMITTEE
The role of the Finance Committee is primarily to provide financial oversight for the event. It is involved in all
aspects related to the finances of the sports event like planning, accounting, decision-making etc. Finalization
of sponsorship, keeping an eye on inflow and outflow of finances, purchase of equipment and other items
required for conducting the event, settling payments of officials are key areas of focus of the committee. It is
the backbone of the sports tournament. It pitches to different companies and attracts them for sponsorships for
the event.
Pre sports event/ tournament: Before the event, It is the responsibility of Finance Committee to prepare the
budget, to purchase sports equipment, stationery, medals, certificates, and other requirements as desired by
the other committees, as well as preparing and finalizing the MoU with sponsors. During sports event/
tournament:
During the course of the event, the Finance Committee keeps a check on the outflow and inflow of finances
including payment and remuneration to officials.
Post sports event/ tournament: Once the event is over, the Finance Committee examines all records related to
settlement of the bills and accounts, and prepares the financial report.
MARKETING COMMITTEE
The Marketing Committee develops plans and strategies to place the event in the market with the purpose of
generating publicity and sponsorships. Publicity can be done through various modes like social media, print
media, TV, e-mail etc. and sponsorship can be generated in terms of cash or kind by making media partners, food
partners, drink partners etc. through calling on, meeting various companies etc. Marketing Committee also
organises campaigns related to the event.
Pre sports event/ tournament: The Marketing Committee prepares a strategy for arranging for sponsorships,
publicity of the event, arranging meetings or calling on sponsors, preparation of MoUs for sponsorships etc.
During sports event/ tournament: The Marketing Committee issues press release(s), works with media, manages
methods of communication, fulfils the requirements of sponsors as per MoUs, arrangement for telecast of event
etc.
Post sports event/ tournament: Once the event is over, the Committee issues a press release, and may arrange
for a re-telecast of the event.
LOGISTICS COMMITTEE
This committee has a wider scope of work ranging from transportation, boarding and lodging to refreshment,
decoration and conducting ceremonies that form a part of the event. This committee may have various sub-
committees as per requirement. The Logistics Committee looks after the Opening Ceremony, hires
photographer/ videographer, makes arrangements for the Victory Ceremony and the Closing Ceremony including
arrangement of refreshment, decoration, reception, entertainment, light and sound, medical aspect etc.
Pre sports event/ tournament: It is the duty of the Logistics Committee to look after
Placement/Arrangement/Requisition of purchase of stationery, chairs, tables,souvenirs, light and sound
equipment, bouquets, sending invitations to stakeholders including other schools/ institutions and VIP guests,
requisition of purchase of medals and certificates, arrangement of refreshments, arrangement of boarding and
lodging, selection of volunteers, preparation of first aid kit and arrangement of medical facilities.
During sports event/ tournament: While the event is in progress, the Logistics Committee is responsible for the
conduct of the Opening and Closing Ceremonies, checking registration, distribution of refreshment, management
of spectators, handing over of medals and certificates, transportation of players/participants from place of stay
to the field and back.
Post sports event/ tournament: After the event, the Logistics Committee supervises cleaning of the venue, and
placing of the items back in their appointed places
QUESTIONS
Fixtures & its procedures
Tournaments: Tournament is a series of games or matches played among players or teams to determine
the winner. It provides an opportunity to demonstrate skills, evaluate one’s performance and motivate
players to perform well, attract people towards sports to make sports popular and provide healthy
entertainment
Knock – Out Tournament: In a Knock-Out Tournament a player or team continues to play matches until it is
defeated. In this type of format, players or teams have to consistently give their best performance to avoid
elimination. Such a tournament saves cost and time and makes each match intensive because of fear of
elimination. Since fixtures are drawn on the basis of lots, there is the possibility of a match between two good
teams or players even in the early stages. In this system a good team can be eliminated even at the earliest
stage due to getting defeated by chance or by accident.
League or Round Robin: In League or Round Robin Tournament, a player or team will play the matches that are
allotted before the start of the tournament. Fixed number of matches are given to players and teams. Players
or teams will get equal chance to play with each other. Thus, the true winner emerges from this format and
ranking can be prepared for all participating players or teams. However, this format involves more money, time
and facilities as compared to the Knock-Out Tournament and there is no provision of seeding for extraordinary
teams and players.
TERMINOLOGY OF TOURNAMENTS
FIXTURE - In sports, the term fixtures refers to the programme listing which team (Team A) will play whom
(Team B), where (venue), and when (time).
DEFINITION-
“A sports match that has been arranged for a particular time and place” ‘Fixture is a process of arrangement of
the teams in systematic order in various groups for competitive fights for physical activity’.
BYE- means a team is not required to participate in the primary round due to allotment of draws. It should be
given to any participating team through random lottery system. In a tournament, bye is generally assigned to
teams by the organizing committee not to play a round due to one of the several reasons
DEFINITION : The position of a participant in a tournament who is not paired with an opponent, usually in the
first round, and advanced to the next round without playing.
SEEDING
Seeding - is a process in which teams will be placed in such a manner that good teams that have a ranking or
previous year’s position etc. do not meet another team at an early stage of the tournament. This procedure is
generally implemented to reduce the chance of elimination of good teams at an early stage. Procedure of allotting
seeding is the same as given for byes.
DEFINITION: To arrange or schedule, as competitive teams or players, so that the most skilled are matched in the
later rounds of play.
Procedure for Drawing Knock - Out
Fixture
Step 1- total no of team
To determine the total number of teams that will participate in the Knockout tournament.
If the number of teams is: 2, 4, 8, 16, 32, 64, 128, ….. (Number being a multiple of Two) then there is no need
of byes.
STEP 2-total no matches
To determine the total number of matches to be played in the tournament,
following formula will be used:
Total Number of Matches= Number of teams – 1
In case of 8 teams then 8-1= 7 matches (not including third place match)
If number of teams are 12 then 12-1= 11 matches (not including third place match)
In case of 15 teams then 15-1=14 (not including third place match
STEP 3-team in each half
The total number of teams are to be divided into two halves,
namely Upper Half and Lower Half.
If the total number of participating teams are even in
numbers the Formula will be
STEP 4- Determining no of byes
STEP 5
Allotment of bye
First bye will be given to last team of Lower Half, Second by will be given to first team of Upper Half, Third
bye will be given to first team of Lower Half, Fourth bye will be given to last team of Upper Half Same
pattern will be followed after fourth bye till the remaining byes have been given.
LEAGUE TOURNAMENT
League or Round Robin: In League or Round Robin Tournament, a player or team will play the matches that are
allotted before the start of the tournament. Fixed number of matches are given to players and teams. Players or
teams will get equal chance to play with each other. Thus, the true winner emerges from this format and
ranking can be prepared for all participating players or teams. However, this format involves more money, time
and facilities as compared to the Knock-Out Tournament and there is no provision of seeding for extraordinary
teams and players.
CYCLIC METHOD- EVEN NUMBER OF TEAMS
CYCLIC METHOD – ODD NUMBER TEAMS
STAIRCASE METHOD
Staircase Method: In this method fixtures are made like a staircase. In this, one team will be fixed on the
highest step, and that team will play with all the teams of the tournament and in next step down, the next
team will be fixed to play with other remaining teams and so on. This method is considered as the easiest
method. A team gets maximum points in a tournament, declared the winner. Winner of the match gets 2
points. Loser gets 0 and for draw 1 point is awarded to both teams.
COMBINATION METHOD
Knockout cum knockout
league – cum knock out
League cum league
Knocout-cum league
Advantage &Disadvantage of knockout
Advantage &Disadvantage of league/
Roundrobin
Intramural & Extramural
tournaments – Meaning,
Objectives & Its Significance
Intramural
The meaning of the word ‘intramural’ is “within the walls”. In context of sports, it refers to a tournament
conducted within the walls of a single institution/ school/ community. Intramural competitions/tournament are
conducted within players of one institution. The tournament may be an event/ game /more than one games
and sports conducted in one day or more or in a month or a year, eg., Sports Day, Sports Festival, Athletics
Meet, Swimming Meet, Badminton Tournament conducted among Houses, Classes, Hostels, Residents etc. of a
school/institution.
OBJECTIVES
Intramurals are common and an integral part of educational organisation and communities, where teams are
constituted among classes, houses or groups and competitions are conducted for engaging children and youth
and for deriving various types of benefits for the participants.
SIGNIFICANCE OF INTRAMURAL
With all the above discussed objectives of intramural tournaments being implemented successfully, it surely
brings lots of benefit to the participants. Such competitions conducted in a controlled environment with
enough scope of all round development deliver enough significance to the event. Let us discuss few essential
significance of intramural tournaments.
Selection for extramural: Intramural Tournaments provide an opportunity to select a player or team to
participate in Extramural Tournaments. Players demonstrate skill and fitness in events which becomes the
base for selection of a player or team.
Group cohesion: This is an opportunity where students from different Classes or Houses come together in a
team, share their experiences, display cooperation and coordination and lead the team to win the game.
Students from different backgrounds, and communities come together as a group and gain self-confidence,
develop social relations, tolerance in culture etc.
Professional experience: As per the interest of students and need of institution, students become a helping
hand in conducting the tournament which gives them good experience of officiating, in event management
etc. In future, this experience helps them in professional and personal aspects
Health: It helps in developing healthy and active lifestyle. Children enjoy the sports events because it is
another medium to display their desired skills. It helps them to stay fit and healthy. Intramurals help in
contributing to the physical, mental, social and spiritual well-being of children.
Recreation: Joy and entertainment are the outcome of Intramural physical activities. The elements of
happiness and enjoyment are always there because activities are not so competitive, which makes intramural
events successful.
Extramural Tournaments
The word ‘extramural’ means “outside the boundary or walls”. In Sports Extramural Tournaments are the
tournaments conducted outside or beyond the walls of the organizing unit that may be a
school/college/institution. Such tournaments are conducted between two or more players/teams of different
schools/colleges/ institutions. For example, Zonal, Inter- District, State, National or International Tournaments.
Objectives of Extramural Tournaments
Extramural tournaments are very popular and an essential part of educational organization, and communities,
where a common team represents a school, colleges or group and promote participating or organizing various
inter-institution competitions for engaging children and youth into various types of benefits.
Significant of extramural
Participation and organisation of such inter competitions focusing to showcase talent and explore potentials
among talented athletes delivers enough significance to the event. Lets discuss few essential significance of
intramural tournaments
Progression in performance Extramural Tournament helps to lift the level of performance through the
athletes and sportspersons gaining experience, learning to prepare tactics and strategies, developing fitness,
psychological preparation etc.
Psychological factors Extramural events help to balance psychological factors like stress, confidence, self
esteem, emotions, and promote qualities like leadership, team building, in students.
Level of fitness As the level of tournament increases, gradually the level of fitness improves, that make an
individual physically as well as mentally strong to compete at higher levels.
Socialization Such tournaments held among different communities, regions, countries etc. increase cross-
cultural exchange, inter-community association etc. in which individuals get a chance to know and
understand different places, cultures, etc. which leads to closer ties.
Community sports program (Sports Day,
Health Run, Run for Fun, Run for Specific
Cause & Run for Unity)
